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Administrative Assistant for Amy - Looking for a Unicorn!
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Here’s a quick video sharing why you may want to work with us! 



I’m Rhino Julie, and I LOVE building super teams to service our clients' needs.


If you love a challenge, love problem solving, love working with others (and also love working by yourself LOL), and it makes you happy when you overdeliver for clients, I want you on my team!


My promise to you:

I provide a FUN working environment.

We are constantly learning new things.

We are a team who wants to be the best at what we do, which means you have the BEST teammates.

I ALWAYS pay on time.

I treat all of my team members with respect and love.


Client Overview:

Amy owns an amazing company that specializes in home renovations. She is looking for an amazing unicorn to take over administrative tasks so she can stay in her zone of genius!


Client Requirements:

  • Must be able to work 9am-5pm Pacific Time (US)
  • Must be able to work 40 hours weekly
  • Must have extensive experience with administrative assistance or any similar role
  • Must have experience with social media and marketing
  • Must have EXCELLENT written and verbal communication skills, and must be able to talk to people via phone calls
  • Must have EXCELLENT attention to detail
  • Must be super organized 
  • Detail-oriented with a commitment to quality control
  • Must be tech-savvy
  • Nice to have: someone who is enthusiastic about home repair and remodels


Software tools used by the client:

  • Buildertrend
  • Surefire Local
  • QuickBooks
  • Microsoft Office Suite and Outlook
  • Adobe Sign


Responsibilities/Tasks:


Administrative Assistance:

  • Answer and respond to incoming phone calls, texts, and emails from clients, staff, vendors, and subcontractors
  • Handle screening questions for new leads; gather project details and determine next steps or referrals (e.g., if they need a plumber)
  • Follow up with website contact form submissions
  • Create and send PSAs (via Adobe) for fixed-price proposals
  • Monitor and categorize vendor receipts
  • Enter purchase receipts
  • Verify client payment status and respond to related inquiries
  • Assist with screening candidates and scheduling interviews
  • Help conduct reference checks and assist in ordering uniforms for new hires
  • Support crew members and project managers with admin tasks
  • Act as a backup for project coordinator/project manager as needed
  • Help maintain project and employee schedules in Buildertrend and Outlook
  • Participate in internal meetings


Buildertrend (CRM) Management:

  • Ensure every lead/opportunity has a “next activity” scheduled
  • Monitor for and follow up on past-due activities
  • Enter new leads into Buildertrend
  • Follow established flowcharts and activity templates
  • Maintain accurate and up-to-date client records, project activities, photos, and documents in Buildertrend
  • Track PSA approvals and ensure documents are uploaded into Buildertrend


Executive Assistance:

  • Schedule phone estimates and site visits based on Amy’s and the Project Manager’s availability (2 dedicated days/week)
  • Manage Amy’s calendar, including client meetings, internal team check-ins, and project schedules
  • Manage Amy's inbox
  • Schedule and coordinate walk-through appointments


Light Marketing Assistance (You will follow processes for this):

  • Use Surefire Local to upload project photos with descriptions
  • Support with optional blog content creation using provided formats/templates


Pay and Benefits:

  • Competitive hourly rates
  • Wellness package
  • Squad Breaks (paid time off)
  • Quarterly performance bonuses
  • Holiday and year-end bonuses
  • Annual appraisal

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Our super cool hiring process:


  • We have real people communicating with you and looking at your application!
  • We PAY you to take a Paid Test for the client you're applying for to make sure you like the job and you have the skills for it. 
  • At any time, you can check out the other clients we have and ask to take Paid Tests for them, as well!


Please note that there is a 1-time Profile that you will help us fill out before the Paid Test. This profile will be sent to our clients, along with your Paid Test results. We value you as a person, and we value your time. Once you're in with Rhino Squad, you're IN, and you have lots of job opportunities available to you. So we appreciate your help in preparing your details to present to our clients.


IMPORTANT: Do not book on Rhino Julie's client booking page, this causes our potential clients to be unable to book sales calls with her. We love your enthusiasm, but Rhino Julie's job is to get clients for our virtual assistants to get their dream jobs. Our recruitment teams job is to take care of our applicants and help them match with their dream job. So, please apply here for your dream job and we will invite you for an interview if your qualifications match the job you're interested in. We cannot stress how important it is to leave her calendar open for her client calls.


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